Managing storage disks and files

Modified on Fri, 8 May at 1:53 PM

Managing storage disks and files

Hubhus has two file management systems: Files for uploading assets directly to Hubhus (account-level and campaign-level), and Storage disks for connecting external FTP/SFTP servers.

TL;DR

Files: Account → Files — upload to Account (shared) or Campaign (specific). Each file gets two placeholders: <hh-files.img slug="..." /> for images and <hh-files.url slug="..." /> for links. Check Occurrences before deleting. Storage disks: Account → Storage disks — connect FTP/SFTP. Reference files with @ftp_file2url[/path/file.pdf].

3 things to know

Account files vs Campaign files

Go to Account → Files. Account files are available in all campaigns — use for logos, brand assets, and shared documents. Campaign files are organized per campaign — use for campaign-specific content. Each uploaded file shows its placeholder syntax, upload date, who uploaded it, and an Occurrences count showing how many times it is referenced.

File placeholders

Two placeholder formats are generated for each file:

<hh-files.img slug="logo-icon" height="60" />   ← embed as image
<hh-files.url slug="brochure-pdf" />           ← direct URL (for links, src, href)

Set file access to Public if the file needs to be accessible to external visitors (e.g. in emails sent to leads). Check Occurrences before deleting a file — deleting a file referenced in active templates will break those references.

Storage disks (FTP/SFTP)

Go to Account → Storage disks → New FTP Disk. Enter protocol (FTP/SFTP), host, username, password, and optional port. Once connected, reference files on the external server using:

@ftp_file2url[/documents/brochure.pdf]

Use SFTP (not FTP) for encrypted transfers. Use storage disks for large files, files managed outside Hubhus, or content that must be hosted on your own infrastructure.

Read more⌄

Tracking file usage — Occurrences

Each file shows an Occurrences count — the number of times the file is referenced across all templates, forms, and web pages. Click the number to see exactly where the file is used. This lets you:

Identify which files are actively used
Spot unused files that can be safely deleted
Prevent accidental deletion of files still in use
Audit file usage across campaigns

Always check Occurrences before deleting — deleting a file with active references will break those templates.

Files vs Storage disks — when to use each

Use case	Use Files (Account)	Use Files (Campaign)	Use Storage disks
Shared brand assets	✓
Campaign-specific documents		✓
Large files / own infrastructure			✓
Files managed by external systems			✓
Occurrence tracking	✓	✓

Troubleshooting

File not displaying: Check that the slug in your placeholder matches the file's slug exactly. Verify the file has Public access if it must be visible to external users (e.g. in emails to leads). Confirm the file was uploaded successfully (check file size shows in the Files table).

Placeholder not working: Verify you are using the correct format — hh-files.img for images, hh-files.url for direct links. Check for typos in the slug name.

Cannot delete file: The Occurrences count is greater than 0. Click the number to find all references, remove them from templates first, then delete.

Storage disk connection fails: Verify host address, username, and password are correct. Test the connection using a standalone FTP client. Check whether your server requires a specific port. Use SFTP (not FTP) for encrypted transfers — FTP sends credentials in plain text.

Common searches

upload file • file placeholder • hh-files • FTP storage • file management • account files • campaign files • storage disk

Configuring account settings
Creating and managing account fields
Setting up two-factor authentication (2FA)